Personal Assistant to the Director of Operations Job Description Job Description Job Title: Personal Assistant to the Director of Operations Hours: 37.5 hours per week Tenure: Permanent Reports to: Director of Operations Based at: Glover Street Summary To provide a first class personal assistant service to the Director of Operations and also provide support for key staff members within the Operations Team. Key Accountabilities The main responsibility of the role is to provide support to the Director of Operations, whilst also supporting key staff members within the Operations Team. Other responsibilities are as follows: To provide comprehensive administrative support to the Director of Operations and where necessary provide an interface between staff and management to facilitate good and productive working relationships, acting with appropriate discretion when dealing with sensitive and difficult issues. To monitor and where appropriate action the Director of Operations correspondence, proactively planning and preparing work for the Director of Operations:o o o o o Dealing with enquiries and requests via email and telephone, taking messages and actioning, where appropriate. Organising and attending meetings and minute taking. Agenda and minute preparation, collation and distribution of documentation prior to meetings Liaising as appropriate with Directors, Managers, and external bodies e.g. CCGs, UHUK, other providers. Follow-up outstanding actions with Directors and Managers. Devising and maintaining office systems, including data management and filing. Diary management – organising and maintaining diaries and arranging meetings, catering and travel and accommodation arrangements (where necessary). Carry out research and administration support for Project Work such as IGSoC (Information Governance Statement of Compliance). Produce, monitor and update IGSoC action plan for 2014/15. Gather and compile information and reports. Collating daily shift report actions for distribution to relevant team members for action. Manage operations and clinical procedure manuals ensuring procedures are updated and available to staff in a timely manner. Management of company policies ensuring all policies are regularly reviewed and updated by the appropriate owners. Author or Department Issue Date Version Document Ref Approved By Approval Date Next Review Human Resources July 96 V2.0 HR-F-006 Human Resources July 96 July 15 Page 1 Updating the Badger newsreel. Produce a weekly update newsletter to keep staff informed of important changes within the company Ensure the internal communications system is up-to-date and accurate and agency details are kept up-to-date Develop and producing a variety of information booklets for staff, these include: bank holiday information, clinicians information, receptionist information, chemist booklet, South Staffs prison manual, site manuals, on call managers manual and business continuity plan. Administration of the Badger website and involvement in the development of future website projects. Monitoring and recording the operations team annual leave. Supporting the Operations Team with administration support, where necessary and Primary Care Centre liaison. Relationship to other roles Accountability is to the Director of Operations Equality and Dignity The post holder will be expected to adhere strictly to the principles of fairness and equality in carrying out the role. At all times the post holder will be required to show respect for and maintain the dignity of patients, the public and work colleagues. Badger will not tolerate any form of bullying or harassment, violence or aggression against its employees. Confidentiality Your attention is drawn to the confidential nature of the information collected. The unauthorised use of disclosure of patient information or any other personal information, staff code of conduct and/or Data Protection Act 1998 is a disciplinary offence and could result in prosecution or action for civil damages under the Data Protection Act 1998. Pre-Employment Health Check The appointment will be subject to a satisfactory Pre-Employment Health Check. The duties and responsibilities outlined in this job description are neither definitive nor restrictive and may change in detail from time-to-time to meet the changing needs of the operation Author or Department Issue Date Version Document Ref Approved By Approval Date Next Review Human Resources July 96 V2.0 HR-F-006 Human Resources July 96 July 15 Page 2 PA TO THE DIRECTOR OF OPERATIONS PERSON SPECIFICATION Criteria Education/Qualification Skills/Abilities Essential Able to demonstrate a good general level of education to include a minimum of 3 GCSEs or equivalent, including English and Maths Desirable A recognised qualification in office or secretarial skills Ability to work as part of a multi-disciplinary team and establish good working relationships at all levels. Shorthand Excellent organisational skills. Ability to prioritise, multi-task and manage own and others workload. Ability to work and act on own initiative. Good interpersonal skills with the ability to demonstrate excellent communication skills both orally and written at all levels. Ability to develop effective administration and support systems. Able to work in a pressured environment ensuring attention to detail is maintained and meet agreed deadlines Advanced IT Skills in MS Office. Relevant experience Previous experience of working as a Secretary/Personal Assistant for a minimum of 2 years. Worked in Health Service or similar environment Substantial experience in use of IT systems eg: word processing, spreadsheets, internet, Excel and powerpoint. Appropriate level of data protection, security awareness and confidentiality awareness. Experience of taking accurate notes at meetings. Experience of inbox and diary management. Knowledge Advanced knowledge of Microsoft Word, Excel, Powerpoint and Outlook. Basic knowledge of MS Access. Knowledge of patient/customer databases. Understanding of Confidentiality/Information Governance Personal Qualities Able to communicate at all levels within and outside the organisation. Willing to work flexibly Team player Author or Department Issue Date Version Document Ref Approved By Approval Date Next Review Human Resources July 96 V2.0 HR-F-006 Human Resources July 96 July 15 Page 3